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Community site session details

Session Id : hWBvCaXI65JsC456YSL8CE
Power Apps - Microsoft Dataverse
Unanswered

Can data be filtered for roles using logic instead of assigning owners/units?

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Posted on 25 Apr 2023 15:12:42 by 455

Greetings, all. I am needing to implement a draft/published version approach using the Dataverse. I also need to configure it so that there's a Viewers role that can only see items with Status = Published.

 

arpost_0-1682435401229.png

 

In other no-code systems, I can do things like create a role with filter logic on a specific table (e.g., Viewers can see Table records where Status = Published). Is this possible with Dataverse? Or do I have to go into the whole role-based security route with owners/access teams?

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  • AhmedSalih Profile Picture
    6,678 Moderator on 25 Apr 2023 at 15:34:47
    Re: Can data be filtered for roles using logic instead of assigning owners/units?

    Hello, @arpost, you can create views that are filtered based on your criteria. Then use that View in Your Model Driven App. 

     

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  • arpost Profile Picture
    455 on 25 Apr 2023 at 15:37:16
    Re: Can data be filtered for roles using logic instead of assigning owners/units?

    Appreciate the reply, @AhmedSalih! This would only hide records, though, right? This wouldn't restrict access to only records with Published?

  • AhmedSalih Profile Picture
    6,678 Moderator on 25 Apr 2023 at 15:46:17
    Re: Can data be filtered for roles using logic instead of assigning owners/units?

    @arpost, To do that, you might need to use Power Automate to Deactivate the Records based on your Criteria:

    AhmedSalih_0-1682437537082.png

     

    Deactivating records wont delete them but user won't be able to edit those records until you activate them back. 

  • Fubar Profile Picture
    8,232 Super User 2025 Season 2 on 27 Apr 2023 at 04:55:36
    Re: Can data be filtered for roles using logic instead of assigning owners/units?

    @arpost wrote:

     

    In other no-code systems, I can do things like create a role with filter logic on a specific table (e.g., Viewers can see Table records where Status = Published). Is this possible with Dataverse? Or do I have to go into the whole role-based security route with owners/access teams?


    Possible = Yes, practical = not so much.  You can code a plugin to trigger on retrievemultiple and filter out the records via the plugin.

     

    For a Lookup you can add a presearch filter in JavaScript, but this only restricts what is shown in the Lookup on the form and is not a secure way to stop reading the full record set (if they know what they are doing)

    https://learn.microsoft.com/en-us/power-apps/developer/model-driven-apps/clientapi/reference/events/presearch

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